The Alma/Worldshare integration automatically exports unfilled resource sharing requests from Alma into OCLC Worldshare. The integration also creates a temporary item record at your institution so that the requested item can be checked out to your patron in Alma.
The first step to begin setting up the Alma/Worldshare integration is to contact OCLC support to obtain an API key. OCLC has information on how to obtain an API key on their website here: ILL request transfer service. Once the API key has been obtained from OCLC, FLVC can proceed with configuring the integration in your Production environment.
Once the integration is in place, The Alma/Worldshare integration will automatically export unfilled requests from Alma into Worldshare. No additional staff intervention is required at this stage. You can confirm that the Worldshare request is functioning as expected by filtering by Lending Library: WorldshareILL and Activity Status: Request sent to Partner:
Once the borrowing request is exported from Alma into OCLC Worldshare, the request stays open in Alma so that you can verify who the requester is and so that you can receive the item in Alma. The process for Receiving Worldshare items in Alma is the same as receiving items requested via UBorrow or out-of-state peer-to-peer resource sharing. Please see the FLVC libguide page: Borrowing Receiving – One at a Time for detailed instructions on how to perform this process.
Renewal requests must be processed separately in both OCLC and Worldshare systems. First, begin in Worldshare to submit the renewal request directly to the lender. If the renewal is approved by the lender, then the lender due date can be modified in Alma. To update the lender due date:
1. Find the borrowing request, click on the ellipsis, and click “Request Renewal”
2. Enter the new due date given to you by the lending institution:
The FUL Borrowing Info Letter will be sent to your patron and the request will be given a new status of “Renewed by Partner”
When the patron is done using the borrowed Worldshare item, simply scan it back into Alma. The borrowing request will automatically be closed and the item can be shipped back to the Lender. No additional processing is required.
Borrowing requests exported from Alma into Worldshare will stay open indefinitely until they are received or cancelled. If you decide not to perform the receiving process in Alma, it is important to check and clean up these exported requests as needed so that your Borrowing Task List does not become cluttered. To manually close exported requests, confirm the exported request in Worldshare is closed and then complete the following steps:
1. Find the borrowing request, click on the ellipsis, and click “Cancel”'
2. Select a reason that best fits. Verify Notify User is NOT selected and then click confirm. The request will automatically be deleted.
Q: Why doesn’t the patron information for the exported request appear in Worldshare?
A: The Alma/Worldshare integration is designed to export the citation information but not the patron information. Refer back to the original borrowing request in Alma to verify requester information.
Q: Does the exported Borrowing request have to remain open in Alma after it is exported, or can it be closed and deleted?
A: It is important to keep the exported request in your borrowing task list until at least when the item is received so you can verify who the patron was that requested the resource.
Q: Is receiving Worldshare items in Alma a required step?
A: Technically, you do not have to receive the item in Alma, but if you skip this step you will miss out on some of the functionality that the Alma/Worldshare integration provides. One of the advantages to the OCLC/Worldshare integration is that it allows Alma to manage due dates, fines, and overdue notices for OCLC materials. If you choose to manage these items outside of Alma, then you will need to develop a workflow outside of Alma to assess these circulation parameters.
Q: Why are renewal requests not automatically communicated between Alma and Worldshare?
A: Ex Libris indicates this would require additional development on OCLC’s end. Please see this Idea Exchange Post for more information:
